Collection Maintenance Subcommittee Minutes

July 12, 2023 at 9:30 am

Phone/video conference

Action Items:

None

Present: Amanda Payne (POR), Molly Warren (MAD), Tina Marie Maes (MAD), Keri Van Gorden (MAD), Sarah Hartman (MID), Amy Lawrence (MCF), Theresa Skov (VER), Alison Wirth (STP), Sarah Bukrey (STO), Kate Hull (SUN), Nancy Kessenich (WAU), Kathy Baker (MFD), Eric Crow (MTH)

Absent: Laura Schmiedicke (MRO)

Excused: None

Recorder: Michelle Karls (SCLS)

SCLS Staff Present: Amy Gannaway, Kayla Linke

1. Call to Order at 9:32 am

a. Introduction of guests/visitors

i. None.

b. Changes/Additions to the Agenda

i. None.

c. Requests to address the Committee

i. None.

2. Approval of previous meeting minutes: May 10, 2023

a. Motion:  K. Baker moved approval of the May meeting minutes.  T. Maes seconded.

b. Discussion: none.

c. Vote: motion carried.

3. Action Items

a. None.

4. Discussion

a. Updates from previous meeting

i. New Collection Codes:

1. CAA, CASSETTES AD (Books on Cassette)

2. BKJNFGNSP, BOOKS JU NFIC GRAPHIC NOVEL SPANISH (Espanol/Spanish Graphic Novels, Non-Fiction)

3. PBJFIBBSP, PICTURE BOOKS JU FIC BOARD BOOKS SPANISH (Espanol/Spanish Board Books)

4. PBJFISP, PICTURE BOOKS JU FIC SPANISH (Espanol/Spanish Picture Books)

5. CAA, BKJNFGNSP, PBJFIBBSP, and PBJFISP were added on 6/7/2023, after approval by ILS Committee on 6/7/2023.

ii. New Shelving Location:

1. SAND, Sanderson Room

2. SAND was added on 6/7/2023, after approval by ILS Committee on 6/7/2023.

iii. Low use collection codes to delete

1. ELRV (Electronic Resource Video)

2. DAPAID (Digital Audio Players (SCID))

3. CAAFI (Books on Cassette, Fiction)

4. CAAMS (Music Cassettes) – (items will be changed to CAA)

5. CAANF (Books on Cassette, Non-Fiction) - (items will be changed to CAA)

6. ELRV, DAPAID, CAAFI, CAAMS, and CAANF were removed on 6/7/2023, after approval by ILS Committee on 6/7/2023.

b. DVD TV Series retro cataloging project

i. On demand report

1. Discussion: This was discussed at the last meeting.  We are planning to create an on-demand report to help libraries select materials for repackaging.  We will be discussing internally with the ILS Reports team. We will get a sample report for the committee to review before the next meeting. 

ii. Instructions for libraries

1. Discussion: A. Gannaway created draft instructions and shared them with the group.  We will add more specific instructions about the report once it’s created. There are guidelines on what libraries can repackage. If there is no bib record, libraries can submit the online form.  There is a limit of 5 sets per month per library. Libraries can reuse the barcode for disc one so libraries can retain statistics.  Please let Amy know if you have any questions or suggested changes (it is linked from the meeting page). She will add a note about making sure the condition of discs are good before they begin all that work to the guidelines section.  MAD reported that removing RFID tags and hub stickers was somewhat difficult.  Libraries were unsure if they could rewrite the RFID tag or if they should use another one.  A. Gannaway will ask H. Oliversen about adding specific instructions for RFID tags to this document.  A. Gannaway will make the changes discussed, talk with Heidi about RFID tags, and then send the document out to the group for review before the next meeting.  

iii. Form

1. Discussion: A. Gannaway shared the draft form with the group.  Please send her any feedback you have. 

c. Review of Collection Codes for audio-enabled books

i. Discussion: We talked about this six months ago and wanted to review it.  Do we want more collection codes for these types of books?  There are different types out there now (chapter books, etc.).  We haven’t had any more request for codes from libraries.  K. Hull reported that SUN is doing OK with codes they have.  They are ramping up their orders for these (chapter, read-a-longs, graphic novel). They would probably eventually use other collection codes.  MPL talked about creating codes for chapter books, readers, and Spanish language. VER not using any of the audio-enabled book collection codes. MTH has been ordering chapter books.  STO only has a few.  It doesn’t sound like we have a great need right now.  We will table this discussion and revisit it in January.

d. In-person/hybrid September meeting

i. Discussion: We had previously discussed an annual in person/hybrid meeting at the new offices.  The new offices will not be ready by September to host a meeting.  We will revisit this in the spring. 

e. Other Bibliovation questions and discussion

i. Discussion: K. Hull asked for an update about sticky holds.  H. Oliversen is working on this with LibLime and we are waiting for LibLime to put a fix in sandbox to test.

5. Plan for Next meeting:  September 13, 2023 at 9:30 am via phone/video conference

6. Adjournment at 10:17 am

For more information about the Collection Maintenance Subcommittee, contact Amy Gannaway.

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

Collection Maintenance Subcommittee/Minutes/07-2023